Last Updated: 11 April 2026
1. Purpose
This Privacy Policy explains how the State Emergency Service Association of NSW Incorporated (“SESA”, “the Association”, “we”, “us”, or “our”) collects, uses, stores, and discloses personal information.
This policy applies to:
- Members of the Association
- Users of our website and online services
- Customers of the Association Shop
- Any individual who interacts with the Association
The Association is committed to protecting personal information in accordance with:
- the Associations Incorporation Act 2009 (NSW)
- the Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs)
- other applicable laws and contractual obligations
2. Information We Collect
We may collect personal information in the course of operating the Association, including:
2.1 Membership Information
- Full name
- Date of birth
- Gender
- Residential and postal address
- Email address and contact details
- NSW SES identifiable data (e.g. membership number, unit affiliation, year joined)
- Membership status and dates
2.2 Website and System Information
- IP address
- Browser type and device information
- Usage data (pages visited, time on site)
- Cookies and tracking technologies
2.3 Shop and Transaction Information
When using the Association Shop, we may collect:
- Name and contact details
- Billing and delivery address
- Order details and purchase history
- Payment reference details (note: card details are not stored by SESA)
3. How We Collect Information
We collect information:
- Directly from you (e.g. membership forms, purchases, emails)
- Through our website and systems
- Through authorised third-party services (e.g. payment processors)
- From NSW SES verification processes where required for eligibility
4. How Information Is Used
We use personal information to:
- Maintain the register of members as required under law and the Constitution
- Verify membership eligibility
- Administer membership categories and rights
- Provide services, communications, and support
- Process orders and deliver goods (Association Shop)
- Facilitate payments and financial administration
- Improve our website, systems, and member services
- Represent members in dealings with NSW SES and stakeholders
- Comply with legal and regulatory obligations
5. Payments and Financial Information
The Association uses third-party payment providers, including Westpac Banking Corporation, to process transactions.
- Payment card details are processed securely by the payment provider
- The Association does not store full card details
- Transactions are subject to the security and privacy standards of the provider
We may retain:
- Transaction IDs
- Payment confirmations
- Limited billing information
6. Cookies and Website Tracking
Our website may use cookies and similar technologies to:
- Enable website functionality
- Analyse traffic and usage
- Improve user experience
Users may disable cookies through browser settings, however some functionality may be impacted.
7. Disclosure of Information
We may disclose personal information:
- To authorised Committee members and administrators
- To service providers (e.g. payment processors, IT providers, email systems)
- Where required by law
- Where authorised by the Committee for Association purposes
We do not sell or trade personal information.
8. Register of Members
The Association is required to maintain a register of members.
- Members may request access to the register
- Only limited information (e.g. name and date joined) will be disclosed to other members
- Other personal information remains confidential unless required by law
9. Data Security
We take reasonable steps to protect personal information, including:
- Secure electronic systems and access controls
- Restricted access to authorised personnel only
- Monitoring and protection of ICT systems
- Secure handling of payment transactions
However, no system is completely secure, and users provide information at their own risk.
10. Retention of Information
The Association retains records in accordance with legal and operational requirements, including:
- Membership and governance records retained for a minimum of 7 years
- Financial records retained in accordance with taxation and regulatory requirements
- Other data retained only as long as necessary for its purpose
11. Access and Correction
Individuals may:
- Request access to their personal information
- Request correction of inaccurate or outdated information
Requests should be directed to the Secretary.
12. Third-Party Links
Our website or services may include links to external websites.
The Association is not responsible for the privacy practices of third-party sites.
13. Changes to This Policy
This Privacy Policy may be updated from time to time.
The current version will be published on the Association website.
14. Contact
For privacy enquiries or requests:
The Secretary
State Emergency Service Association of NSW Incorporated
secretary@ses.asn.au
